Skip Menu

Return to Skip Menu

Main Content

 

Fleet Services Policies

Select a policy from the list below, or browse through all policies.

If you have any questions or concerns, please contact Fleet Services at 231-6141 or by email.

Select a policy

All Policies

Accident Reports

ADA Reimbursement Information

Authorized Users

Cell Phone Policy

Current Rates

Emergency Instructions for Breakdowns

Fuel Receipts

Information Required for Reservations

Insurance Coverage

Late Cancellation Processing Fee

Local Travel

Lost Fuel Card Processing Fee

No-Show Processing Fee

Operating Hours

Parking On Campus

Picking Up Vehicles

Reservation Procedures

Responsibilities Of Vehicle Drivers

Returning Vehicles

State Vehicle Management

Toll Roads and Parking Fees

Traffic and Parking Violations

Travel Outside of the Local Area

Use Of Personal Vehicles

Vehicle Size Equivalencies

Vehicles Available

Voyager Credit Card Travel Tips

All Policies

POLICY: Accident Reports

In the event of an accident involving a Fleet Services vehicle, please contact the following immediately regardless of time of day or location:
  • VT Police if on campus
  • State Police if off campus
The operator must also report the incident to:
  • Insurance company: Crawford and Company (866) 219-6120, and identify yourself as an affiliate of the Commonwealth of Virginia, Virginia Tech
  • Virginia Tech Fleet Services at 231-6141
  • Risk Management at 231-7439

Automobile Accident Reports and Insurance Information, located in an orange envelope in the glove compartment, should be completed for all accidents regardless of the damages.

Unless there is a third party insurance involved your department and the fund used for the reservation will be charged up to $250.00 for the repair of the vehicle.

Fleet Services vehicles are only for use on state maintained roads. If there is body damage due to using the vehicle off-road, where tree branches and brush are not cleared from roadway, your department will be responsible for the cost of the repair. The cost may also include replacing tires due to damage from off-road use. Please avoid this situation by staying on state maintained roads.

If any damage results through negligence, misuse, or abuse, the department is responsible for such damage. There will be an additional charge added to the reservation for extra cleaning of vehicle if necessary.

Should damage be discovered after a vehicle has been returned that has not previously reported by the user, the damage will be properly documented, then the requesting department will be contacted and afforded a reasonable opportunity to inspect the vehicle damage before the vehicle is sent for repairs.

Last Updated: 8/3/2006

POLICY: ADA Reimbursement Information

Due to the individual needs of travelers with disabilities, Fleet Services is sometimes unable to provide modified vehicles to meet all requirements. Therefore, any employee (student, faculty, or staff), who due to their disability must use their own personal vehicle for business travel, can be reimbursed at the higher personal mileage reimbursement rate, regardless of the number of miles traveled. In order to receive the higher personal mileage reimbursement rate, an employee with a disability seeking to use personal vehicle, must register with University ADA Services. Visit University ADA Services website for more information. (Full memorandum here)

Last Updated: 4/8/2009 8:34:28 AM

POLICY: Authorized Users

Operators of Fleet Services vehicles must:
  • Have a valid US Driver's License
  • Be an employee of Virginia Tech, or receive specific authorization by the department head or administrative office to use the University vehicles and charge the cost to funds administered by the University
  • Furnish Fleet Services with written approval from a person authorized to sign for the Fund/Index number to be charged
  • Have read and understood the rules and procedures laid out by Fleet Services. It is the responsibility of each individual operator to observe all Motor Vehicle Laws


Last Updated: 11/29/2004

POLICY: Cell Phone Policy

Cell phones, blackberries, smart-phones, or other electrical devices must be operated via a hands-free device. Any other use such as text messaging or emailing is prohibited while the vehicle is in drive and/or in motion. Use of two-way radios and related mission essential equipment for emergency response vehicles will be governed by agency policy.

Last Updated: 5/1/2009 2:59:54 PM

POLICY: Current Rates

Vehicle rental will be charged at a flat rate per day. All fuel used will be charged back to the reservations. Billing begins at the time the reservation is schedule to be picked up. The most current rates can always be found on our website.

Last Updated: 11/29/2004

POLICY: Emergency Instructions for Breakdowns

If after hours or on the weekend please call the VT Police Department at 540-231-6411. They will contact a staff person at home and a return call will be made.

UNDER $100:

If repairs will be under $100, complete repairs and, if possible, pay with Voyager credit card. If you are unable to use Voyager, ask station to bill Virginia Tech at the address below, or pay with personal funds (ask Fleet Services to process reimbursement when you return from trip). Return original receipt to Fleet Services when returning vehicle.

VIRGINIA TECH
FLEET SERVCIES (0519)
OFF OF SOUTHGATE DRIVE
BLACKSBURG, VA 24061

OVER $100:

If repairs will exceed $100, the vehicle operator must phone Fleet Services at 540-231-4955 or 231-6141 for authorization. Copies of all credit purchases must be presented to Fleet Services upon returning vehicle. The credit card may not be used for anything other than automotive expenses. If it is after 5:30 p.m. or on a weekend, call the VT Police Department at 540-231-6411 and ask them to contact a Fleet Services supervisor.

If you have to leave the vehicle:

Leave the keys with the repair shop or tow service; take the credit cards with you; please have the EXACT information on the location of the car: State Route or Highway number; mile marker; service station name / tow truck service name, address, and phone number, name of individual you dealt with.

Last Updated: 8/3/2006

POLICY: Fuel Receipts

All fuel receipts need to be returned to Fleet Services. A $5.00 fee will be charged for every receipt not returned to cover administrative expenses.

Last Updated: 7/1/2001

POLICY: Information Required for Reservations

Fleet Services requires the following information for vehicle reservation:
  • Organization (Dept) to be charged. Enter name of department.
  • Organization Number
  • Index (Acct) Number to be charged
  • Operator's Name
  • Destination
  • Vehicle Size
  • Date & Time of Pick-up
  • Date & Time of Return


Last Updated: 8/3/2006

POLICY: Insurance Coverage

All university vehicles are insured under a policy which provides bodily injury liability, property damage liability and medical payment.

Any other questions related to insurance should be directed to Risk Management at 231-7439.

Last Updated: 11/29/2004

POLICY: Late Cancellation Processing Fee

If a reservation is not cancelled at least 24 hours prior to the proposed pick-up time, the department will be charged a Late Cancellation Processing Fee. This processing fee will be the half day rental rate of the vehicle size reserved. Vehicle rental rates are posted on our website.

Last Updated: 7/1/2000

POLICY: Local Travel

Fuel and oil for all Fleet Services vehicles operating in the local area will be obtained from Fleet Services. Vehicles which develop mechanical problems while in the local area should be returned for replacement. In the event that it would be impractical to operate the vehicle, Fleet Services should be contacted for assistance.

Last Updated: 11/29/2004

POLICY: Lost Fuel Card Processing Fee

There is a $25.00 fee for any credit card that is not returned to Fleet Services and has been determined lost or stolen. The person utilizing the vehicle or their department will be charged the fee.

Last Updated: 9/6/2000

POLICY: No-Show Processing Fee

If a vehicle is not picked up within two hours of the proposed pickup time, then the vehicle may be released for other reservations and your department will be billed a one-half day charge. This charge will be the half day rental rate of the vehicle size reserved. Vehicle rental rates are posted on our website.

Last Updated: 3/22/2004

POLICY: Operating Hours

Vehicles may be checked out from 7:30 a.m. to 5:30 p.m., Monday through Friday. Vehicles required for early morning departures or weekend use may be picked up between 4:00 p.m. and 5:30 p.m. the preceding workday.

Last Updated: 11/29/2004

POLICY: Parking On Campus

Fleet Services vehicles may park on Virginia Tech Campus in any legal parking space. No parking permit is required. These parking spaces marked by special signs include:
FFaculty
SStaff
RResidential
GGraduate
CCommuter
PParking for any permit

However, Fleet Services would like to remind you that you must pay at all parking meters and have the appropriate handicap parking permit when parking in a designated handicap space. Also please do not park on sidewalks, fire lanes, service lanes, or loading/unloading areas.

Last Updated: 11/29/2004

POLICY: Picking Up Vehicles

Vehicles need to be picked up at and returned to Fleet Services. The driver must present the approved automobile order form with authorized signature to the dispatcher and present driver's license. The driver will sign the form signifying that they are the one picking the vehicle up. The dispatcher will provide the keys to the vehicle, a fuel credit card (if necessary), and vehicle location, a trip information card, and answer any questions that you may have. Space is available in the Fleet Services area for parking privately owned vehicles when using vehicles from the Fleet Services fleet. Parking for private vehicles is available on a one to one ratio. The University cannot assume responsibility for loss or damage to any privately owned vehicles or contents contained within that vehicle. IT IS THE RESPONSIBILITY OF THE DRIVER TO CLOSELY INSPECT THE CONDITION OF THE VEHICLE AND REPORT ANY DISCREPANCIES TO THE DISPATCHER PRIOR TO LEAVING FLEET SERVICES LOT.

Last Updated: 8/3/2006

POLICY: Reservation Procedures

Requests for the use of university vehicles should be made as far in advance as possible to permit maximum use of vehicles and to be assured of a vehicle for the time requested.

Reservation requests are to be made on our website www.fleetservices.vt.edu . The following information is required:

  • Organization and Fund Number to be charged
  • Name and Phone of Person making reservation
  • Department Name
  • Driver’s Name
  • Destination
  • Vehicle size
  • Date and Time of pick-up
  • Date and Time of return

You will be charged from the time the reservation is scheduled for pickup. Should a scheduling problem develop and you find you will be unable to pick up the vehicle as scheduled please call Fleet Services to inform us of these changes.

Due to the increasing demand for rental vehicles, the following policy is in effect:

  • We will only hold a vehicle for two hours. If the vehicle is not picked up you will be charged for one half-day and the vehicle may be released to another customer.
  • We require 24-hours notice for cancellations or a one-half day charge will apply.
  • There will be a $25 charge for lost credit cards.


Last Updated: 8/3/2006

POLICY: Responsibilities Of Vehicle Drivers

The operator of the Vehicle has, but is not limited to, the following responsibilities:
  • Use the vehicle at the requested time or notifying Fleet Services of a change.
  • Operate the vehicle in a safe manner and keep it secure at all times.
  • Check the vehicle for damages before departure.
  • Use the vehicle for official University business only. (Personal use is not allowed.)
  • Limit passengers to those authorized to be transported in university vehicles. No pets are allowed.
  • Observe all traffic laws applying to the area in which the vehicle is being operated.
  • Report defects or problems with the vehicle to Fleet Services.
  • Notify Fleet Services of any accidents or incidents as soon as possible. Required accident reports, forms, and instructions are located in the glove compartment.
  • Return the vehicle to Fleet Services as soon as possible after the completion of travel.
  • Turn in all gas receipts Fleet Services used for the trip. There will be a $5 charge for each fuel receipt not returned.
  • No Smoking is allowed in state vehicles.
  • Have read and signed the FS-2 form which is kept in your department
  • Unless there is a third party insurance involved your department and the fund used for the reservation will be charged up to $250.00 for the repair of the vehicle.
  • Fleet Services vehicles are only for use on state maintained roads. If there is body damage due to using the vehicle off-road, where tree branches and brush are not cleared from roadway, your department will be responsible for the cost of the repair. The cost may also include replacing tires due to damage from off-road use. Please avoid this situation by staying on state maintained roads.
  • If any damage results through misuse or abuse, the department is responsible for such damage. There will be an additional charges added to the reservation for extra cleaning of vehicle if necessary.
  • All credit card purchases are for automobile use only. All fuel receipts must be turned in with the keys. If a receipt is missing, there is a $5 charge per receipt in addition to the fuel amount. If the credit card is lost or stolen there is a $25 charge.


Last Updated: 8/3/2006

POLICY: Returning Vehicles

The operator must return the vehicle to Fleet Services as scheduled. If the return time is delayed, please contact Fleet Services and notify us of the change in plans. When returning vehicles please park the vehicle, record the odometer reading and date and time the vehicle is returned on the trip information card, and bring the keys into the office, including any fuel receipts. If the office is closed, place the keys, credit card and any receipts in the key wallet and leave in the drop box.

The vehicle should not be locked, all the windows and doors should be closed, and all lights should be turned off. The operator should double check the vehicle for items left behind. Fleet Services is not responsible for any items left in the vehicle. IT IS THE RESPONSIBILITY OF THE DRIVER TO CLOSELY INSPECT THE CONDITION OF THE VEHICLE AND REPORT ANY DISCREPANCIES TO THE DISPATCHER.

Last Updated: 11/29/2004

POLICY: State Vehicle Management

Please refer to University Policy 5500 at the following URL:
http://www.policies.vt.edu/5500.pdf.

Last Updated: 7/1/2005

POLICY: Toll Roads and Parking Fees

Requests for reimbursement of parking and toll road expenses must be made to your department in the usual manner when expense accounts are submitted.

Last Updated: 11/29/2004

POLICY: Traffic and Parking Violations

Vehicle operators are personally responsible for all traffic and parking violations incurred while a Fleet Services vehicle is in their custody. The University cannot assume responsibility for violations or any fines or penalties.

Misuse of vehicle could result in denial of future use of Fleet Services vehicles for the individual and/or the entire department.

Last Updated: 11/29/2004

POLICY: Travel Outside of the Local Area

The operator of the vehicle may authorize and pay for repairs up to, but not exceeding, $100. If repairs are to exceed $100, the vehicle operator must phone the Fleet Services Supervisor at 231-4955 for authorization. Copies of all invoices for credit purchases must be presented to Fleet Services upon returning vehicle. The credit cards may not be used for anything other than automotive expenses.

Last Updated: 11/29/2004

POLICY: Use Of Personal Vehicles

Please contact the Controller's Office for details.

Last Updated: 8/3/2006

POLICY: Vehicle Size Equivalencies

If you are required to compare Fleet Services vehicle sizes to vehicle sizes of rental agencies please use the list below:

  • 4 Passenger Car = Standard-size car (small)
  • 5 Passenger Car = Mid-size car (medium)
  • 6 Passenger Car = Full-size car (large)

    Last Updated: 9/25/2000

    POLICY: Vehicles Available

    Fleet Services has the following vehicles to offer:
    • Standard Car
    • Mid-Size Car
    • Full-Size Car
    • 7 Passenger Van
    • 12 Passenger Van
    • Cargo Van Short
    • Cargo Van Long
    • Pickup
    • Pickup with Camper Shell
    • 19 Passenger Bus
    • 40 Passenger Bus

    If you are required to compare Fleet Services vehicle sizes to vehicle sizes of rental agencies please see our Vehicle Size Equivalencies policy.

    Last Updated: 8/3/2006

    POLICY: Voyager Credit Card Travel Tips

    • Please return all gas receipts
    • Use regular, unleaded fuel only – NO unleaded plus or supreme
    • This card may be used directly at the gas pumps
    • There is a 1-800 number on the back of the card that is available to answer any questions and give immediate approval to stations. This service is available 24 hours a day, seven days a week
    • When traveling in rural areas some small stations may not accept the Voyager card. In these situations, please pay for the gas yourself and on you’re your return we will help you with reimbursement
    • Voyager cardAll major stations accept the Voyager card. Please look for the Voyager logo.
    • For purchases greater than $100, you must first contact the Fleet Services office.


    Last Updated: 8/4/2006